Counsellors — AI Receptionist & Phone Answering

Does this sound familiar?

When you're in session, the person who needed the courage to call can't reach you. Most therapy calls come from someone who finally worked up the courage to dial. Counsellors at work Counsellors workspace Counsellors service in progress If they hit voicemail, the resolve fades and they don't try a second time. Clara picks up with care, asks gentle intake questions, and texts you the lead so you can call back warmly — without losing the moment.

Counselling is one of the few service businesses where the first call is the hardest one the customer will ever make. It often takes weeks or months for someone to decide they want a therapist. They finally dial — usually between a meeting and a child pickup — and if they get voicemail, the resolve almost always fades. Most people who hit voicemail don't try a second number.

The economics matter, but the human cost matters more. Research from Harvard Business Review on lead response found businesses contacting a new lead within five minutes are 100 times more likely to make contact than those waiting thirty. For a counselling practice that runs on long-term relationships, the practice that picks up — or whose virtual receptionist does — gets the intake call, and the intake call is the start of months or years of work that changes a life.

Industry research from Invoca puts the small-business missed-call rate around 25%. For private-practice counsellors who are in sessions back-to-back, the real rate runs higher. The hidden cost isn't a missed billable hour — it's a person who needed help and didn't get a call back. Every answered call is potentially someone who finally finds the support they've been waiting to ask for.

New client intake

Couples therapy

Anxiety & depression

Family therapy

Insurance verification

Sliding-scale enquiries

Crisis callbacks

Telehealth bookings

When customers call, Clara can...

Ask what kind of support they're looking for
Note whether it's an individual, couple, or family
Capture preference for in-person or telehealth
Note insurance or sliding-scale needs
Save their name and number for a gentle callback

Hi there, you've reached Greenleaf Counselling. I'm the virtual assistant, how can I help you today?

Hi — I've been thinking about starting therapy for a while. I'm dealing with a lot of anxiety, especially at work. Are you taking new clients?

Thank you for reaching out — that's a meaningful step. Yes, the practice is taking new clients. Can I take a few details so a therapist can call you back?

Sure.

Is this for yourself, or for someone else?

For myself.

Got it. Are you looking for in-person sessions, telehealth, or are you open to either?

Open to either, honestly. Telehealth might be easier with my schedule.

Understood. Are you planning to use insurance, or would you prefer to discuss self-pay or sliding-scale options?

Insurance, if possible. I have Aetna.

Got it. Can I take your name and the best number to reach you?

Sam Whitfield. 503-555-0149.

Thanks Sam. And what would be the best time of day for a callback — morning, afternoon, or evening?

Afternoon, after 2pm.

Got it. Dr. Hayes is in a session right now — she'll call you back after 2pm today to set up an initial conversation. Take care of yourself in the meantime.

Thank you.

You're welcome, Sam. Dr. Hayes will be in touch shortly. Take care.

Simple pricing, 7-days free

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Solo

Recommended

$49.99

/month 7-day free trial

One person. Every call covered

Answers calls 24/7

20+ natural-sounding voices

Call summaries, transcripts, and recordings

Spam filtering and urgent flags

Make and receive calls, all in one place

Call forwarding, keep your number

Live chat support

Teams

One business, multiple people, total coverage.

Everything in Solo, then:

Multiple users on one account

Shared phone numbers

Call routing to the right person

Web dashboard

Call summaries sent to email

Priority support

Frequently Asked Questions

Can Clara handle sensitive new client calls?

Yes. Clara is configured for a calm, supportive tone and asks gentle intake questions — what they're looking for, individual or couple, in-person or telehealth, insurance or sliding-scale.

Will Clara give clinical advice or assess crises?

No. Clara collects intake information only and does not diagnose or assess. For urgent-sounding calls, Clara takes a careful message, flags it as high priority, and reminds the caller to use crisis resources if needed.

Can Clara screen for fit?

Clara captures the basics — issue area, format preference, insurance, scheduling — so you can decide whether the lead is a fit before calling back.

What if a current client calls between sessions?

Clara takes a message with the details and flags it for follow-up. The caller is told you'll be in touch shortly.

Does Clara work after hours?

Yes, 24/7. Evening and weekend calls — often when people have the privacy to reach out — are captured and waiting in your inbox first thing.

Will callers know they're speaking to AI?

Clara introduces herself as the virtual assistant and sounds natural and gentle. You control how Clara opens the call.

Is patient information handled securely?

Clara captures only what the caller chooses to share at intake and routes it securely to you. Clinical records stay in your existing system — Clara does not access them.

Do I need a new phone number?

No. Clara works with your existing practice number. Set up call forwarding and Clara picks up when you can't.